AI Act Transparency Notice Template (Word Format)

The European Artificial Intelligence Act (Regulation (EU) 2024/1689), commonly referred to as the AI Act, introduces new transparency obligations applicable to many AI systems. These obligations, laid down in Article 50, apply to both AI providers and AI deployers, regardless of whether a system is classified as high-risk.

To make compliance easier, Dastra provides a free AI transparency notice template in Microsoft Word format.

Why use a transparency notice template?

The transparency obligations introduced by the AI Act require organisations to inform individuals before or at the moment they interact with an AI system or with AI-generated content. These notices must be clear, accessible and appropriate to the context in which the AI system is used.

Using a ready-made template helps you:

• save time when drafting legal notices;
• standardise transparency notices across your organisation;
• reduce the risk of missing mandatory information;
• document your compliance efforts.

The template provided by Dastra offers a practical starting point that should be adapted to each AI system and use case.

What's included in the template?

The document contains four notice variants corresponding to the different transparency obligations established by Article 50 of the AI Act.

1. Human interaction with an AI system

This notice is intended for providers of AI systems designed to interact directly with natural persons, including:

• chatbots;
• virtual assistants;
• voice assistants;
• conversational avatars;
• automated telephone systems.

Its purpose is to inform users that they are interacting with an AI system.

2. AI-generated or AI-manipulated content

This variant applies to systems capable of generating or manipulating:

• text;
• images;
• audio;
• video.

It includes model wording relating to machine-readable marking where required by Article 50.

3. Emotion recognition and biometric categorisation

This notice is intended for deployers using AI systems capable of inferring emotions or categorising individuals based on biometric data.

It reflects the specific transparency obligations established by Article 50.

4. Deepfakes and public-interest information

The fourth notice concerns synthetic content made available to the public, including deepfakes and certain AI-generated or AI-manipulated content intended to inform the public.

It provides wording designed to comply with the transparency requirements of the AI Act.

A template that is easy to customise

The document includes highlighted placeholders that can easily be replaced with your organisation's information.

You can customise, among other things:

• your organisation's identity;
• the AI system's name;
• contact details;
• delivery channels for the notice;
• information specific to your use case.

Each notice also contains a compliance checklist that can help demonstrate your accountability.

Who should use this template?

Article 50 obligations may apply to:

• software vendors incorporating AI features;
• organisations developing their own AI systems;
• companies deploying chatbots or virtual assistants;
• public authorities;
• healthcare organisations;
• banks and insurance companies;
• HR departments;
• any organisation using AI systems covered by Article 50.

A single organisation may simultaneously act as both provider and deployer and therefore be subject to multiple transparency obligations.

Best practices

Before publishing your transparency notice:

• determine whether you act as provider, deployer or both;
• identify which Article 50 obligations apply;
• tailor the wording to your actual AI system;
• ensure the information is visible at the appropriate time;
• retain documented versions of your notices as evidence of compliance.

Manage your AI documentation with Dastra

Compliance does not stop once a notice has been drafted.

With Dastra, you can centralise your AI governance documentation, manage regulatory obligations, document AI processing activities and keep your transparency notices up to date as your systems and regulations evolve.

You can also integrate this template directly into your Dastra workspace to reuse it across your AI compliance projects.

Download the template

Download our free AI transparency notice template in Microsoft Word format and adapt it to your organisation to comply with Article 50 of the European AI Act.